Administrative Assistant

Samuel, Son & Co.; Columbia (TN); On-site; USD 27,000 - 41,000; Full time

Benefits offered by this job

Paid vacation & sick time

Medical, Dental, & Vision benefits

Job summary

Samuel, Son & Co. U.S. Inc. seeks an Administrative Assistant to support filing, correspondence, invoicing, and vendor coordination across our Columbia, TN site. You will handle mail, data entry, and inventory of office essentials while assisting HR and safety tasks.

The role offers bi-weekly pay and a benefits package, with emphasis on timely document handling and cross-department communication to ensure smooth operations.

Qualifications

• High School diploma required, plus 1-2 years of job-related experience.
• Microsoft Office suites experience required.

Responsibilities

• File administrative materials by following the pre-established filing system and archiving materials for storage and retrieval.
• Respond to calls and visitors by directing them to the right contacts in a timely manner.
• Collect, organize, and file items both electronically and physically (e.g., SLs, BLs).
• Provide administrative support by processing invoices, payment requests and delivery tickets, and performing clerical duties as needed.
• Coordinate with Accounts Payable to set up new vendors in Medius and maintain vendor documentation.
• Open and sort incoming mail daily and prepare courier packages for pickup.
• Monitor uniform invoices for accuracy and reconcile discrepancies.
• Generate monthly reports for Production, Quality, Safety, AP and Expenses as requested.
• Update communication boards with daily production reports and Haz recs, and safety contacts.
• Maintain inventory counts of office, plant, and production consumables and order as needed.
• Manage orders for inventory items and monitor lead times with vendors.
• Perform cycle counts and assist with inventory scanning.
• Reconcile inventory issues (missing tags, incorrect tags, location) on an ongoing basis.
• Oversee distribution and inventory of branch promotional items.
• Coordinate PPE stock and arrange bi-annual safety boot truck visits.
• Assist in branch events coordination and maintenance of branch safety files (SOPs & SSOPs).
• Update bulletin boards with events and information monthly.
• Assist HR with branch-specific duties such as New Employee Orientation, training records, and event coordination.
• Performs all other related duties as assigned.

Education

High School diploma

Tools

Microsoft Office

Job description

WHAT WE OFFER:

• Salary - Paid Bi-Weekly, Direct Deposit
• Competitive pay rates
• Paid vacation & sick time
• 10 paid holidays/year
• Medical, Dental, & Vision benefits - 1st of the month after hire date
• Voluntary & Supplemental insurances to choose from
• Short & Long Term Disability, Life & AD&D Insurance - all company paid for
• 401K Plan with a company match of 5% - 2nd month after hire date
• Annual Safety Boot Allowance - up to $150/year
• Discounts with nationwide companies (GM, Nissan, Ford, Samsung, hotels, etc.)

Principal Accountabilities / Responsibilities

• File administrative materials by following the pre-established filing system and placing materials into proper location to orderly archive files for proper storage and efficient retrieval when necessary.
• Respond to incoming calls and visitors by timely and politely directing them to the individuals they wish to contact.
• Collects, organizes, and files the following items both electronically and physically (i.e. SLs, BLs)
• May provide additional administrative support by processing customer and vendor invoices, payment requests and delivery tickets, performing certain banking functions and performing other clerical duties on an as needed basis.
• Coordinate with Accounts Payable department to set up new vendors within Medius, as well as maintain proper documentation and information from vendors to be set up.
• Open and sort incoming mail daily by following pre-established guidelines as well as preparing all courier packages for daily pick up.
• Monitors and maintains the uniform invoices for accuracy compared to active and inactive employee’s, reconciles any discrepancies.
• Generate reports as requested by various departments to assist in the evaluation of performance or costing of product or processes. (i.e., monthly reports needed: Production, Quality, Safety, AP, and Expense reports.)
• Updates communication board(s) with daily production reports and latest Haz recs, and safety contacts.
• Maintain Problem Alert copies of closed items for record retention.
• Responsible for promptly scanning and coding invoices as they are received for: Columbia and Toledo facilities, Automotive USA, and Samuel Metal Trading.
• Maintain detailed inventory counts of all office, plant, and production consumables (i.e. office supplies, janitorial supplies, VCI, plastic, strapping, etc.) and order as needed. Ensuring proper levels are kept for efficient operation and cost control.
• Manage orders for inventory items, monitoring lead times with critical vendors.
• Perform cycle counts and assist with scanning inventory (coils and finished goods), as needed.
• Reconcile inventory issues (i.e. Missing Tags/Material, Incorrect Tags, Location, etc.) on an ongoing basis.
• Oversee the distribution and maintain the inventory of branch promotional items.
• Communicates with PPE vendors to maintain proper stock of required PPE items (i.e., Fastenal, Grainger, etc), as well as coordinates the safety boot truck to come bi-annually for employees.
• Coordinates the availability of branch meeting space and facilitates refreshments for special events (i.e., vendors, customers, visitors, etc.)
• Assists in the coordination and maintenance of branch safety files (i.e., SOPs & SSOPs).
• Update bulletin boards with events and information monthly.
• Create and post monthly birthday and work anniversaries for employee recognition.
• Update communication boards (both TV monitors and bulletin boards) as needed.
• Assists the Human Resources Department with branch specific duties, as needed, such as:
  • New Employee Orientation sessions,
  • Training records (printing SSOP/SOPs),
  • Maintaining/updating the training matrix,
  • Coordinating events with planning and organizing,
  • Safety month events coordination, etc.
• Performs all other related duties as assigned.

General

• Complies with the designated IATF16949 responsibilities, environmental management system, health & safety and company rules and guidelines.
• Ensures company safety policies are adhered to and safe work habits are utilized by all department personnel and visitors. Wears personal protective equipment (PPE) as always required.
• Maintains a high standard of general housekeeping consistent with 5S standards.
• Strives for continuous improvement.

Position Qualifications

• High School diploma required, plus 1-2 years of job-related experience.
• Microsoft Office suites experience required.

EOE - Samuel, Son & Co. U.S. Inc. provides equal opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

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